What does the Home Institution Provide? What are the Nitty-gritty Things that Must be Done?
Timetable. A timetable, or work plan, can be designed on a spreadsheet, indicating tasks and activities, expected dates of completion, and the part played by both the Home Institution and the Cooperating Institution. We included information regarding the following: Steering Committee meetings, trip (design, travel, evaluation, next year plan), participants (selection, information sent, applications, notification, presentations), public relations (journal announcements, newsletters, listservs, web-site development, presentations), evaluation (formative, summative, recommendations, follow-up), and the Final Report.
Agreements. There are essential agreements that must be in place prior to an international trip. For example, what are the legal ramifications of a program such as this? What types of agreements need to be in place for the Home Institution and the Cooperating Institution, with agreements from legal entities within each organization?
Announcing professional development experience. Both Institutions must disseminate information about opportunities for educators within that country. This is both involved and time-consuming. The announcement, dissemination, and public relations phase include the following activities: updating web-site information, sending mailings to appropriate organizations and individuals, distributing e-mails to organizations requesting the posting of information on web-sites or listservs, communicating announcements in publications, and developing brochures to distribute at different meetings.
Nitty-gritty. The Study Abroad Office at North Carolina State University (NCSU) has provided information about their pre-planning and experiences working with college students who travel abroad. We have been guided by their suggestions and protocols which were developed for students. Although we are working with teachers, many similar items must be addressed: application forms, visas, passports, university credit, payment, immunizations, health forms, insurance, safety issues, State Department advisories, and waiver forms. Many of these are country specific, and must be addressed yearly since they are subject to change. For example, we supply a letter to each participant to be presented when they request a visa for Brazil. Each year, the letter has been unique to that specific year. Making certain the participant’s application form has everything that is needed is a challenge.
These forms are now available on the web, and the application process has been shortened significantly with these technological changes. Should the applicant not have computer access, forms can be printed out and submitted. To be certain that all necessary information has been submitted in a timely fashion, providing a checklist of necessary items with submission dates is helpful. An example of such as checklist can be seen in Figure 4 below.
Have you:
1. Made Your Reservation? Send application form + fee by this date ___ to:
2. Made Payment? Full payment is due to:__ by __ , or at the time of reservation if you book fewer than 90 days prior (if space is available). Make your payment by electronic transfer (handled by your personal bank) to:
3. Booked Your Flight? Travel costs to and from ___ are not included in the workshop fee. Make your travel arrangements with any travel agency, or book with _____
4. Have You Requested University Credit? Request for education credit must be made at the time of registration. Attach credit form found on website ___.
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Figure 4. Checklist of necessary items.
Within the foreign country. There are steps we take within the foreign country. For example, we supply travelers’ names and information, specific dates, and purpose to the U.S. Embassy in the country in which we are traveling by e-mail. Safety and security issues have become more important in today’s world. Each country has specific guidelines and suggestions for participants. Each participant has a cell phone, knows how to work it, and stores the following numbers in his or her phone: number of his or her embassy, the Cooperating Institution, home emergency numbers, airline phone number, and contact numbers of other members of the traveling group.
What does the Cooperating Institution in the Foreign Country Provide?
Implementing the entire 15-day experience is the responsibility of the Cooperating Institution. Following the planning and organization of the schedule, putting the ideas into action is a feat. Taking care of the small details is an enormous challenge. We want the participants to be pleased with the outcomes. We work together with the Cooperating staff for optimum results.
Depending on the country in which you work, directions from the airport may be given to take a cab, bus, or metro to the hotel where you will be meeting. In our case, staff pick up participants. It is wonderful to get off a flight in a strange country and be met by someone who knows exactly what to do, where to go, and how to get there. The hotel, meals, living arrangements, and participant assignments are made by the Cooperating Institution. A separate room to hold meetings and a place where speakers will come must be arranged prior to arrival. A list of supplies necessary for the experience is sent to the Cooperating Institution in advance. Computers, one per person, are available for participants’ use. In 2008, each individual will bring their own laptop with specified software already installed. Meals are scheduled throughout the week; representative places are chosen so that different places and different foods can be experienced.
Transportation. The Cooperating Institution schedules drivers, vans, cars, or buses as the need arises. A first aid kit travels with us at all times. Cell phones connect leaders and transport.
Speakers. Advance notice to the speakers must be made. Speakers need to know what is expected, how long to speak, what to offer the participants, whether the presentation will be in English with a translator, or whether the presentation will be made in the language of the country. We have found it most helpful if the speaker presents verbally, incorporating overheads, PowerPoint presentations, and graphics in English. A CD is given to each participant, along with a printed copy of the presentation, facilitating further understanding. Providing these technology components facilitates the teaching and learning process.
Staff from the cooperating institution. It is helpful if the staff understands English and can communicate easily with the participants. This is sometimes a difficult task. Likewise, the participants must understand that just because someone nods in agreement, it does not mean the person fully understands the implications of the comments! The additional myriad of details, from providing stamps, telephone calls, passport copies, money exchange – all are a part of the cooperating organization’s support. At times, these tasks seem endless.
